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Lease Record Management
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Developed over the past two decades, I.L.M. Systems has refined its comprehensive document tracking systems to monitor the large number of transactions associated with property acquisition and administration.  Services provided include:

• Lease Rental Payments
• Royalty Distribution
• Year-End Unit Statements
• Lease Record Management
• Lease Assignments and Surrenders
• Landowner and Solicitor Queries/Correspondence
• Easement and Right-of-Way Payments and Administration

I.L.M. maintains responsibility for the maintenance of processed leases for the term of the lease to ensure the client maintains valid rights, providing preparation and mailing of appropriate check package services. 

In addition, I.L.M. manages the distribution of royalty payments, ensuring all owners receive their proportionate royalty amount for those singular or pooled wells in which they maintain an interest. 

Services include the maintenance of numerous records at a minimal amount of time and cost to our clients, including:

• Update and regulate database records, performing paperwork and calculations required to produce and mail both lease maintenance payments, and monthly royalty payments
• Maintain close communication with the client, providing detailed historical reporting on a regular basis
• Manage administration problems and questions in a timely fashion, maintaining a congenial rapport with landowners and government agencies
• Complete the filing of Government Forms
• Generate surrenders and assignments
• Utilize a customized database, developed in-house for a combined lease maintenance and royalty distribution system, which include the benefits of: 

 
• Efficiently organizing records and data resulting in the expedient handling of payments 
• Producing detailed reports for historical and tax reporting purposes 
• Capability of continued upgrades and enhancements, allowing customization for client requests and industry changes to further strengthen file management resources 
• Providing fast response time on client, landowner and lawyer queries through a large variety of indexing and search methods 

Once lease documents are processed, I.L.M. becomes responsible for the maintenance for the term of the lease to ensure the client maintains valid rights, providing preparation and mailing of appropriate check package services.  I.L.M. maintains close communication with the client through detailed documentation and reporting on:

• Project area and lease inventory tracking
• Obligations requiring special attention
• Lease expiry dates
• Special lease clauses to be addressed
• Accounts receivable/payable for working interest partners
• Gross/net rental forecasts
• Landowner inquiries
• File management

In addition to maintaining leases, I.L.M. utilizes the same comprehensive lease maintenance database to perform royalty distribution, including:

• Tracking the deductions and special requirements necessary to prepare royalty distribution
• Ensuring monthly volume, pricing and deduction information is received and royalties disbursed accordingly
• Maintain trust and escrow account data

Lease Record Management Information Flow can be tailored to meet the special requirements of each individual client and client project.

Lease Record Management Information Flow Schematic

Lease Records Key Management Personnel:

I.L.M. Systems is overseen by Elaine Stalker, who has been employed in the Oil and Gas Industry for over 25 years, and has been an integral part of I.L.M. since its inception.  As co-owners of I.L.M., the management team of Elaine Stalker and  Kit McCallum, who has over 14 years industry experience, is supported by experienced staff members and computer programmers, who have a comprehensive knowledge of industry requirements, documentation and terminology.

Lease Records Projects and Experience:

I.L.M. Systems performs combined services for both small and large organizations, including:

• Lease maintenance of approximately 15,000 Petroleum and Natural Gas Leases, Coalbed Methane Leases, Gas Storage Leases, Unit Operating Agreements, Voluntary Pooling Agreements, Meter Site Leases, Easements and Right-of-Way Agreements 
• Royalty distribution to numerous organizations, tracking well volumes from 20 wells per client to over 300 wells per client